Teacher Resources

CN Public Records (form)

CNPublic
RecordsCN

(See
BE, CYA, ECA, IDAE, II, HAI, JGGA, and JR et seq.)

The board shall
designate a Freedom of Information Officer with the authority to establish and
maintain a system of records in accordance with the Kansas Open Records Act and
other applicable laws and may assign another district employee the Clerk to
handle requests for records and to serve as the custodian of the records.The custodian shall prominently display and
distribute or otherwise make available to the public a brochure in the form
prescribed by the local Freedom of Information Officer.

Types of Records

A public record
means any recorded information, regardless of form or characteristics which is
made, maintained or kept by or is in the possession of the district, including
those exhibited at public board meetings.

Central Office
Records

Records maintained
by the superintendent shall include, but not be limited to, the following:
financial, personnel, property (both real and personal) owned by the district.

Building Records

Records maintained
by the building principals shall include, but not be limited to, the following:
activity funds, student records and personnel records.(See JR etseq.)

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Public Access

All records, except
those subject to exception by the Kansas Open Records Act, shall be open to
inspection by the general public during regular office hours of any school or
the district office.The superintendent
will establish procedures for making records available on normal business days
when district offices are closed.Copies
of open records shall be available on written request.

Requests for access
to open records shall be made in writing to an official custodian of district
records.The official custodian shall
examine each request to determine whether the record requested is an open
record or is subject to an exception by the Kansas Open Records Act.The custodian shall either grant or deny the
request.

If the custodian
does not grant the request, the person requesting the record shall receive a
written explanation of the reason for the denial within three days of the
request, if an explanation is requested.If the requester disagrees with the explanation, the freedom of
information officer shall settle the dispute.

To the extent possible,
requests for access to records shall be acted on immediately.If the request is not acted on immediately,
the custodian shall inform the requester of when and where the open record will
be made available.The record shall be
made available within three business days of the request.Each custodian shall file all requests and
their dispositions in the appropriate office and make reports as requested by
the superintendent or the board.

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The board shall
annually set a fee for copies of records.Advance payment of the expense of copying open records shall be borne by
the individual requesting the copy.Under no circumstances shall the documents

be allowed out of their usual building location without
approval of the official custodian.

Revenue from
copying open records will be deposited in the district’s general fund.

Disposition

All district office
records shall be kept for at least the minimum length of time required by law.

The clerk is
designated as the official custodian of all board records maintained by the
district.The clerk is designated as
official custodian of all district office records maintained by the district.Each building principal is designated as
official custodian of all records established and maintained at the building
level.In addition to those records
required by law, the clerk shall be responsible for preparing and keeping other
records necessary for the district’s efficient operation.

District employees
shall follow the guidelines found in the student records policies.(See JR and JRB)